Legal Administrative Assistant

Larkin Hoffman•Bloomington, MN

12d•$55,000 - $72,500•Onsite

About The Position

Larkin Hoffman is seeking a full-time (37.5 hours per week) Legal Administrative Assistant to join our Tax, Estates & Trusts practice group. This position will provide administrative support for lawyers and other legal personnel. Duties include organizing and maintaining physical and electronic legal files, billing, time entry, maintaining calendars, processing expenses, general office responsibilities, and other projects as needed and/or assigned. Preferred candidates will have a Legal Administrative and/or Paralegal certification OR degree with 6+ years of law firm experience. We are motivated to attract and retain talented and diverse professionals into our growing firm and are committed to the training and professional development of our employees. Working at Larkin Hoffman has the benefit of being located in a prime office location outside the downtown core at Normandale Lake Office Park for easy access with complimentary parking.

Requirements

Strong attention to detail. Ability to monitor your own work and the work of others for accuracy and thoroughness.
Excellent communication skills and client service. Communicates change and progress.
Knowledge of networks, shared storage, telecommunications, hardware, platforms, operating systems, and various software applications.
Collect, research, and synthesize data.
Follows instructions and responds to management direction. Adheres to firm policies/procedures and supports goals/values of the firm.
Legal Administrative certification OR degree with 6+ years of law firm experience OR equivalent combination of education and/or related experience.

Nice To Haves

Legal Administrative certification OR degree with 6+ years of law firm experience.
Some combination of prior experience and/or working knowledge of Tax, Estate Planning, Probate, and Trusts.

Responsibilities

Provide administrative support to attorneys, paralegals, and practice support specialists in assigned legal department.
Prepare/process timesheets, expense reports, client disbursements, client bills, and other billing responsibilities, as directed.
Maintain and organize client files in NetDocs according to firm guidelines, or in paper files as needed. Open, close, and dead file client files according to firm guidelines.
Draft, review, and finalize estate planning documents. Coordinate document signing, including arranging for witnesses and notarization. Process signed documents by securing originals in the vault, uploading copies to NetDocs and placing copies in client’s file (if appropriate). Provide clients with copies and assembling estate planning books/binders when appropriate. Monitor and update estate planning books that are kept by timekeeper(s) for reference.
Prepare/process electronic filing of probate/trust documents with Minnesota District Court.
Familiarity with the Minnesota Secretary of State and Internal Revenue’s websites, including filing documents and retrieving documents, and business entity & UCC searches. Identify potential issues and assist with correction of same all while maintaining a high level of confidentiality because of client contact.
Monitor and maintain annual renewals of client entities with Secretary of State performing due diligence to update registered agents and registered office addresses as appropriate. Prepare and send annual minutes of action to clients. Monitor and update BEC Docketing System.
Develop, maintain, and exhibit familiarity with the preparation of certain IRS and state tax forms (i.e., Powers of Attorney, SS-4s, etc.). Be proficient in using BNA Tax Forms to create, edit, and finalize state and federal tax documents.
Support attorneys in general business matters, corporate law and governance, mergers and acquisitions, contract matters, tax, and securities. Assist in acquisitions, organizing, compiling, and analyzing due diligence information, preparing, and reviewing schedules to agreements, assist with preparation of ancillary documents, organizing transactions for closings, and coordinating transaction closing meetings.
Assist in the creation and organization of legal entities, minute book and stock record maintenance, UCC, IRS and other filings and searches, and drafting minutes and other corporate governance documentation. Assist attorneys with the formation of business organizations: documentation related to public and private stock offerings, acquisitions, mergers, and financing; and documentation relating to ongoing corporate matters including stock issuance and transfer. Develop familiarity with corporate documents (i.e., minutes of action, bylaws, operating agreements, etc.).
Maintain a current working knowledge of corporate books. Possess integral knowledge of corporate books to effectively create, organize, and manage official corporate records for client entities - both in physical and electronic formats.
Provide administrative support, including managing calendars and scheduling meetings, conference calls, and appointments. Coordinate hospitality arrangements for meetings. Prioritizing incoming mail and handling CLE registration and tracking. Assist with travel arrangements when necessary. Proactively identifying potential scheduling or deadline conflicts and taking appropriate action to alert others to ensure deadlines are met.
Assist with special projects and cooperate as a Team Member with assigned LAA Team and other support staff teams (word processing, receptionist, or office services) by accepting and completing tasks in addition to their own assigned tasks, performing any duty essential to the achievement of efficient operations. Champion teamwork and cooperation for oneself and one’s Team through actions, words, and behaviors.